Awarded Applications

How do I access the award funds?

• Funds will only be transferred upon receipt of a short report describing the activity after its conclusion. For more details on the exact report requirements, see the Reimbursement Report tab. 
• Funds will be used to reimburse a campus department, unit, or organization for expenses incurred in the current fiscal year and evidenced by the college’s accounting records. 
• Funds will not be available in advance of an awarded activity.
• Funds are only available for use for one year following the awarding cycle. An awarding cycle is defined as the date immediately following an application due date through the following application due date.
• Expenses will be paid from the divisions’ local or club accounts, which will be reimbursed quarterly.
• For the purpose of internal/external audits, all receipts must reflect reimbursement to a faculty/staff member, established vendor, or current student and must already have been paid by the award recipient's department.  Receipts or copies of checks to a third party not meeting the above criteria will not be considered sufficient documentation for reimbursement.

When will funds be transferred?

Student Affairs will submit a transfer request to the Controller's Office for all complete reports received at least three working days before the following dates. If the following dates fall on a weekend the transfer will be requested on the following Monday. 

• September 15
• December 15
• March 15
• June 15 (this may change due to fiscal year end procedures)

Once your event is complete, funds will be transferred to your division's local account upon receipt of the following:

• Final Report Cover Sheet
• Includes Grant ID # and other tracking information
• Your local (fund 11 or 50) account number to transfer funds to. This must be the account that originally paid and must not be fund 10 or 12. 
• A brief, but detailed report that must include:
• The final number of students involved in or impacted by the
  activity
• Detailed budget outline (list of all expenses and total cost of the event).
• Copies of all relevant:
• Jaggaer Records
• IDGs
• Travel vouchers (including hotel and flight receipts)
• Any other miscellaneous receipts, including p-card 
• Ideally the whole document (cover sheet, report and additional support) will be one PDF. Digital submissions are preferred.

Your division administrative assistant may be able to provide most of this documentation. The final report and supporting documentation should be e-mailed as a complete packet to Student Affairs at studentaffairs@lcsc.edu.

Any incomplete reports will be returned.